Sounds like you're learning the "feet to fire" method. I did/do too. I was thrust into SM'ng and had ABSOLUTELY no idea what to do (I had auditioned for a part in the show and got ASM, which became SM/props).
I'm still learning how to be efficient and what SM really entails-between professional and community theatre the details that you take care of can vary. But here is a little list to get you started.
-mark your calender with the different shows you'll be working (highlight each show a different color so you'll have an idea of down time between shows or how long a you'll be dedicating your time to a specific show)
-Have a box of pencils/erasers or mechanical pencils w/lots of lead
-notebook-handy for all those "notes" (from director to the various departments)
-clear post-it notes to mark pages for q's (I find the fatter ones are nice - you have room to jot dn an abbrev. note about what the post-it means)
-rehearsal reports (search this site)
-line notes reports (search this site)
-binder to hold your scripts (you'll end up with more than one script by the time the show closes)
-print out copies of the script or type it up in Word - many have opinions of this on the site
-organize the binder with contacts, directions (if rehearsal is different from performance location), scripts, notes, etc (another search at this site will give a more expanded idea but this will get you started)
-compile a list of the cast/crew/production team and create a contact list (verify with everyone their information)
-keep everyone updated via email/notices at rehearsal of what's going on
-read the script and find props- make a list - this will help you as the rehearsals progress and keep you on top of the props person (if you have a dedicated person in that position)
-read the script and find out which actors are needed for each scene - this will help in setting up the schedule
-as the rehearsal progresses you'll want to make a checklist of the props that are to be pre-set/striked (struck)/added to each scene (this is where reading the script and taking notes comes in handy)
-keep track of your mileage as well, always good to know even if you can't take if off on taxes (some can)
You'll find your own "method" as you SM nore shows.
well, that's all I have time for (on lunch break). But that's a start. Right now I'm ASM'ng a show and one of the things I had to keep track of was updating the script and making sure everyone had the most up to date copy. The author made revisions but the revisions were never put into print (just a copy to the director), creating a checklist of the props going on/off the stage during the scenes, taking line notes (passing them to the actors), and just being "book" during the rehearsal.
Every show I learn something new to streamline/make me more efficient in my duties. I've also learned A LOT from searching this site. Some say a laptop is a great tool to have, but I have yet to get one for myself-I'm still doing things by hand/paper.
You should also look up SM books to read, great info there as well, although geared more towards professional SM'ng, the practices can be used just about anywhere (i.e. community/school theatre). The book I'm currently going through is Stage Management by Lawrence Stern.
Ok. Anyone going to add to my list? Would love to read how others get started.
Good luck and let us know how it turns out for you.